Executive Assistant to Senior Leadership (Base: SG)

Summary

We are seeking a highly professional, discreet, and resourceful Executive Assistant to provide dedicated support to senior leadership within a diversified global business group.

This role requires regular interaction with prominent business leaders, enterprise owners, board directors, investors, senior executives, and professional advisers across a broad range of industries. The successful candidate will serve as a trusted representative, facilitating high-level business engagements while ensuring seamless coordination, exceptional organisation, and the highest standards of confidentiality.

In addition to executive support responsibilities, the role will play an important part in maintaining institutional knowledge and business records, ensuring information is accurately documented, organised, and archived in accordance with established internal frameworks and governance standards.

What Success Looks Like

The ideal candidate combines executive presence, organisational excellence, and sound judgement. They are capable of engaging confidently with senior business leaders, managing high-profile interactions with professionalism and discretion, and maintaining a robust and well-organised repository of business information and records.

Beyond administrative support, they serve as a trusted partner who enables the smooth coordination of executive priorities and business engagements.

Responsibilities

Executive & Stakeholder Management

• Manage complex schedules, business engagements, and priorities for senior leadership, ensuring seamless coordination and effective use of time.
• Serve as a key liaison with business owners, board directors, investors, senior executives, strategic partners, and professional advisers.
• Facilitate stakeholder communications and engagements with professionalism, discretion, and sound judgement.

Meeting Coordination & Business Support

• Coordinate high-level meetings and business engagements, including scheduling, logistics, agenda planning, and preparation of briefing materials.
• Prepare meeting summaries, track key decisions and action items, and ensure timely follow-up on outstanding matters.
• Draft and prepare professional correspondence, presentations, reports, and other materials to support business discussions and decision-making.
• Engage directly with external stakeholders to schedule and coordinate meetings.

Information & Records Management

• Establish and maintain structured systems for the organisation, classification, archiving, and retrieval of business records across physical and electronic formats.
• Manage meeting notes, correspondence, contracts, and reference materials in accordance with established knowledge management and records governance standards.
• Ensure sensitive documentation is accurately maintained, securely stored, and readily accessible when required.

Administrative & Operational Support

• Manage travel arrangements, itineraries, and related logistical requirements for senior leadership.
• Oversee incoming communications and prioritise matters requiring executive attention.
• Provide proactive administrative and operational support to ensure the smooth functioning of the office and execution of business activities.

Requirements

• Degree in Business Administration, Management, Communications, or a related discipline.
• At least 5 – 10 years of experience supporting senior executives, business leaders, board directors, founders, or other senior stakeholders.
• Proven ability to engage professionally with business owners, senior executives, investors, board members, and external stakeholders.
• Strong organisational, communication, and stakeholder management skills, with the ability to manage multiple priorities effectively.
• Strong writing skills, with ability to use AI tools to enhance communications
• Meticulous attention to detail with a disciplined approach to documentation, records, and information management.
• High level of professionalism, discretion, sound judgement, and confidentiality.

Preferred Experience

• Experience supporting C-suite executives, founders, chairpersons, board directors, principals, or leadership teams.
• Exposure to executive offices or high-touch stakeholder management environments.
• Experience establishing and maintaining structured filing, records management, or knowledge management systems.